calloffprocedure

A call-off procedure is the process by which an organization procurees specific goods or services under a pre-negotiated framework agreement. It allows a buyer to place a call-off or call-off order for a defined requirement using the terms, prices, and conditions already established in the framework, rather than creating a new contract from scratch for each purchase.

The procedure is commonly used in public procurement and corporate sourcing to streamline purchasing, ensure compliance with procurement rules, and shorten procurement cycles. A framework agreement sets out the general terms with one or more suppliers for a defined period, while a separate call-off contract or purchase order specifies the particular quantity, delivery schedule, and service level for each individual requirement.

Typical steps include confirming the need and budget, selecting a supplier if the framework permits multiple options, submitting a call-off requisition or order that references the framework, evaluating offers if required, issuing the call-off contract or purchase order with details such as quantity, delivery timelines, price, and any performance standards, receiving the goods or services, processing payment and invoicing, and managing performance, amendments, or renewals.

Variants of the call-off procedure include single-call-off, where one requirement is placed, and multi-call-off, where ongoing needs are drawn from the framework over a period. Risks include restricted competition within a framework, misalignment with actual requirements, and dependence on the framework’s supplier base. Benefits include faster procurement, price certainty within the framework, and standardized terms. See also framework agreement, purchase order, procurement process, and supplier management.